The West Virginia School of Osteopathic Medicine (WVSOM) seeks a Technical Administrative Assistant for the Information Technology (IT) Department. The position will be responsible for technical administrative support including financial and contractual information required by the Chief Technology Officer (CTO) comprising of pCard reconciliation, budgetary status, and all facets of IT procurement. This position will also handle all of the administrative tasks for the department, including travel arrangements and reimbursement paperwork, requisitions, maintenance and filing of IT Department records, and provide administrative support to the CTO and others as assigned. The position will report directly to the Software Licensing Compliance and Purchasing Manager.
This is a full-time, non-classified position; it is exempt from FLSA regulations concerning overtime. Base salary is $35,568 with full state benefits.
Not all activities of this position occur within the confines of an 8:00-4:30 schedule and may require evening and weekend scheduling as needed. The weekly schedule for this position will be established between the supervisor and the employee and approved given the needs of the department and the institution.
This position has been designated as Essential. This means that when WVSOM is faced with an institutional emergency, employees in such positions may be required to remain at their work location or to report to work to protect, recover and continue operations at WVSOM.
Applications are considered confidential and references are not contacted until later in the search process. The search committee will begin its review of applications upon receipt and the search will remain open until the position is filled.
West Virginia School of Osteopathic Medicine is an equal opportunity employer and is committed to enhancing diversity among its faculty and staff.
Education/Knowledge
Minimum Education
Bachelor's
Required Licenses/Certification
Bachelor’s Degree preferred, though a combination of recent and relevant education and experience may also be considered for this position.
Skills Required

• Ability to communicate with customers with diverse needs and a variety of end-user skill sets;
• Provide technical information about products and services;
• Assess customer needs and identify products and/or services to meet their needs;
• Resolves routine problems and questions;
• Knowledge of various operating systems from XP — Windows Operating Systems and the Microsoft Office suite;
• Fundamental knowledge of computer hardware, software and networking;
• Must be able to maintain accurate departmental records for travel, budget and expense information;
• Self-motivated with an ability to manage multiple tasks and priorities.
• Must be able to communicate verbally and in writing;
• Must be able to develop training materials, knowledge base information, and protocols;
• Must be able to work well as part of a team and support various groups within IT.

Duties and Responsibilities
Duties and Responsibilities
Administrative and Purchasing

• The position will serve as a technical procurement contact for IT related purchases across campus and in support of the IT Department. It will require the ability to communicate verbally and in writing to obtain quotes for items that are very technically complex and varied. Evaluations will be made to compare products with differing features within base specifications, in addition to price and warranty comparisons. The purchase process will require various internet and publication research and the ability to give appropriate recommendations based on that research. As purchases occur, the position will be responsible for tracking licensure compliance and renewal timelines.
• The position will be responsible for proper utilization of a state pCard and the monthly reconciliation process. A detailed record of all charges will be maintained and reviewed for accuracy. All procurement will be validated for receipt. The position will perform work related to credit card disputes and/or discrepancies. Reports will be developed and maintained to coincide with the other procurement IT staff members. Charge and expenditure records will be maintained for the IT Department and institutional spending units for IT purchase requests. A close collaboration with the CTO will occur to insure that all purchasing is within the approved budget limitations.
• Research for travel accommodations and reservations will be a portion of the job duties. The position will support travel requisition assistance when needed for the IT staff along with the preparation, organization, and coordination of all IT travel arrangements. Records will be maintained for the various training events that IT staff participant in within a fiscal year.
• The position will support the CTO in maintaining accurate records for the department. It will include research and documentation for various projects as well as daily operations of the department. It will require the appropriate composition of reports, correspondence, and other necessary documentation. It will require a proficiency in using various means of communication (i.e. WebEx meeting center, Microsoft Teams) and operation of office equipment as needed (i.e. laminating, faxing, scanning, and printing). The position will work with the CTO in reviewing budgetary information for spending units under the scope of authority for IT. This will require a proficiency in using Banner to obtain reports and review information as well as the state ERP wvOASIS.
• The position will work heavily with all members of the IT Department to sufficiently maintain disaster recovery documentation and the IT wiki for knowledge base items.

Other Duties

• Development and documentation of Purchasing Standard Operating Procedures
• Other related duties as assigned

Required Experience
Type of experience Needed
Technical Administrative Support experience, or related
Amount of Experience Needed (Months/Years)
Over 1 year, up to 2 years
Type of experience Needed
Office management or project management experience
Amount of Experience Needed (Months/Years)
Over 1 year, up to 2 years
Posting Detail Information
Close Date
Open Until Filled
Yes
Special Instructions
WVSOM requires official transcripts of your highest degree earned and/or the degree in which qualifies you for the position. WVSOM requires these transcripts prior to an offer of employment, and we do recommend you send those to WVSOM once you have been selected for an interview. A transcript is official if it bears the authorizing signature and the official seal of the issuing institution and is sent directly by the school or college to the Office of Human Resources. Should your college or university provide this information electronically, we would ask that you submit that to Tiffany Burns at tburns@osteo.wvsom.edu

Job Type: Full-time

Pay: $35,568.00 per year

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